Key Responsibilities:

General Administrative Support

• Answer phone calls, greet and assist on-site visitors, and notify appropriate personnel.

• Manage office supplies, food, and beverage inventory to ensure a well-stocked and welcoming environment.

Operations Support

• Receive and review supply orders for properties and internal departments.

• Generate work orders (WO) for billable and non-billable supply requests; oversee and track incoming orders.

• Coordinate with the accounting department and vendors to ensure proper tracking of invoices and purchase orders.

• Support onboarding of new customers through data entry, note-taking, and ensuring a smooth transition for new accounts.

Data Entry & Compliance

• Accurately enter and maintain records and databases, including Certificates of Insurance (COIs), contracts, and other corporate documentation.

• Utilize internal work order systems to maintain and manage the setup of new locations.

• Collaborate with clients to ensure operational and accounting software is utilized effectively.

• Maintain and update internal databases including company files, spreadsheets, estimates, maps, and other critical documents.

Cross-Departmental Support

• Assist HR with database entry and payroll-related tasks.

• Onboard new clients across various platforms and ensure compliance with billing and account protocols.

• Maintain confidentiality of employee and operational information.

• Act as a communication liaison between staff, clients, and external partners to ensure clear and timely information flow.

• Support implementation of company policies and maintain compliance with company standards.

• Take and distribute meeting minutes for company and departmental meetings.

Executive Support

• Manage calendars and coordinate meetings and appointments for the Managing Partner.

• Organize and prioritize emails and tasks.

• Provide direct support to the Managing Partner on projects, tasks, and follow-ups.

• Help keep the Managing Partner organized and on track with daily responsibilities.

Qualifications:

• Previous administrative experience preferred.

• Strong organizational and multitasking skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general tech-savviness.

• Excellent written and verbal communication skills.

• Ability to maintain a high level of discretion and confidentiality.

• Positive attitude and willingness to adapt in a dynamic work environment.

Work Hours:

- 7:30am to 4:00pm

- Monday through Friday

If you are a motivated and reliable professional who thrives in a supportive role and enjoys being a key part of a team, we’d love to hear from you!